EmployeeHandbook

Where high tech meets compasssionate care.

H E N D R I C K M E D I C A L CENTER

Table of ContentsWelcome from the President of Hendrick Medical Center ............................ 4History of Hendrick Medical Center .................................................................. 5Mission ................................................................................................................ 6

EmploymentEqual Employment Opportunity ....................................................................... 7Working Hours .................................................................................................... 7Classifications of Employment ......................................................................... 8Exemption Status .............................................................................................. 8Employment of Relatives .................................................................................. 9Health Screening ................................................................................................ 9Background Verification .................................................................................. 10Criminal History ................................................................................................ 10Employee Identification Badges ..................................................................... 11Orientation Process ......................................................................................... 11Licensure and Certification Procedure ........................................................... 12Personnel Files ................................................................................................. 12Personal Data ................................................................................................... 12At Will Employment ......................................................................................... 12

PerformancePersonal Appearance and Demeanor ............................................................ 13Nursing Uniform ............................................................................................... 13Confidentiality of Information ......................................................................... 14Corporate Compliance ...................................................................................... 15Safe Harbor ....................................................................................................... 16Cultural, Ethical and Religious Conflicts ......................................................... 17Health Insurance Portability Accountability Act ........................................... 17Electronic Communication .............................................................................. 17Workplace Harassment ................................................................................... 18Smoke Free Environment ............................................................................... 19Drug-Free Workplace ....................................................................................... 19Drug and Alcohol Testing................................................................................. 20Solicitation and Distribution of Literature ..................................................... 20Principles of Performance ............................................................................... 20Attendance and Tardiness .............................................................................. 25Progressive Discipline ...................................................................................... 26Guidelines for Appropriate Conduct ............................................................... 27Fair Treatment ................................................................................................. 28Separation of Employment ............................................................................. 28

SalarySalary Administration Programs .................................................................... 29Regular Pay Procedures .................................................................................. 29Differential Pay ................................................................................................. 30On Call and Call Back Pay ................................................................................ 30Performance Appraisals .................................................................................. 30Transfers ........................................................................................................... 31

BenefitsEmployee Benefit Programs ........................................................................... 32Health Insurance .............................................................................................. 33Continuing or Converting Health Insurance Coverage ................................. 33Life Insurance ................................................................................................... 34Annuity Program .............................................................................................. 35Guardian Angel Fund ....................................................................................... 35Cafeteria ............................................................................................................ 35Tuition Reimbursement .................................................................................. 36Hendrick Health Club ....................................................................................... 37Service Awards ................................................................................................. 37Paid Time Off .................................................................................................... 38Observed Holidays ........................................................................................... 39Extended Illness Bank ..................................................................................... 40Retirement ........................................................................................................ 41Jury and Witness Duty Leave .......................................................................... 41Bereavement Pay ............................................................................................. 42Family and Medical Leave Act ........................................................................ 42Personal Leave of Absence ............................................................................. 43Military Leave ................................................................................................... 43Procare-Worker Injury Program ..................................................................... 44Employee Wellness Services ........................................................................... 45Employee Wellness Program .......................................................................... 45Particulate Respirators .................................................................................... 46Blood Assurance Program .............................................................................. 46

Safety and SecuritySecurity .............................................................................................................. 47Fire Plan ............................................................................................................ 47Disaster Plan .................................................................................................... 48Parking .............................................................................................................. 48Lost and Found ................................................................................................ 48Telephone Numbers......................................................................................... 49

Welcome to Hendrick Medical Center a culture that inspiresIt is my pleasure to welcome you to the Hendrick Medical Center team. Every one who works here joins a long legacy of caring and a rich tradition of service. Since our founding in 1924, our mission has remained at the forefront of what we do every day - to deliver high quality healthcare emphasizing excellence and compassion consistent with the healing ministry of Jesus Christ.

We are an organization whose team members believe in a set of principles that guide our performance. We measure our success by the quality service we provide, our exceptional workforce and the resources we generate to continue our growth. All of us can be grateful that the work we do here has purpose, and it makes a difference in people’s lives.

Now it is your turn to make your contribution to this tradition. We’re glad you’re here!

Sincerely,

Tim Lancaster, FACHEPresident

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ORIENTATION PERIODNew employees of Hendrick and employees who have received a transfer or promotion to a new position are considered to be in an orientation status for a predetermined period of time in their new position. During this period, if it seems to be in the best interest of the employee or employer to terminate the employment agreement, either party may do so without notice. When this occurs, the employee will be paid through the last day worked.

At the end of the orientation period, an initial assessment will be completed and presented by your supervisor. (For further information, refer to the Performance Appraisals section of this handbook).

Although we hope your employment relationship with us will be long term, the successful completion of the period should not be construed as creating a contract or as guaranteeing employment for any specific duration. You do not attain greater job security rights once you successfully complete your orientation period. Questions about assessments should be directed to your supervisor or a Human Resources representative.

Hendrickyesterday, today, and tomorrow

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Compassionate Care

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OUR MISSIONThe mission of Hendrick Medical Center is to deliver high quality health care, emphasizing excellence and compassion consistent with the healing ministry of Jesus Christ.

HENDRICK FAST FACTS•Hendrick was founded on September 15, 1924

•Originally named West Texas Baptist Sanitarium

•Founding father was Rev M. A. Jenkens

•Renamed Hendrick Memorial Hospital in 1936, after T. G. Hendrick

•Renamed Hendrick Medical Center in 1976, to better represent services provided

•Tim Lancaster began his term as President/CEO in August 2004

•Licensed for 500 beds

•More than 2,800 employees

•Serves 22 surrounding counties

•Hendrick is a non-profit hospital

•1 or 7 healthcare institutions affiliated with the Baptist General Convention of Texas

•Treats more than 200,000 patients annually

EQUAL EMPLOYMENT OPPORTUNITYAdministrative Policy #8370-1 / Board Policy #13

Hendrick is an equal opportunity employer and is committed to providing equal opportunities to all applicants and employees, regardless of race, color, national origin, religion, gender, age, military status or disability. In addition, Hendrick complies with applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

WORKING HOURSAdministrative Policy #8370-17

Each employee is assigned specific working hours in order to ensure the hospital is properly staffed to facilitate the best patient care possible. Employees are expected to begin work promptly at their regularly scheduled starting time. An employee who wishes to leave the hospital during his/her work schedule must obtain permission from the supervisor and clock out (if the employee is non exempt). Non exempt employees must also obtain permission from their supervisor prior to working overtime hours.

A non-paid meal period, of at least thirty minutes, is provided for every normally scheduled eight and one half hour shift. Employees may be provided with rest breaks, if workload permits. Rest breaks will be granted at the supervisor’s discretion. Census may dictate the need for an employee to float or take the rest of the day off. If asked to leave due to low census, the employee may choose to take the day unpaid or use PTO. Employees are required to record time worked on the appropriate

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timekeeping system as designated by each department location. In most locations, non exempt employee records are kept by clocking in and out on the designated time clock with their identification badge. Exempt employees are required to record time worked and time off as specified by their supervisor.

CLASSIFICATIONS OF EMPLOYMENTFor purposes of salary administration and eligibility for employee benefits, Hendrick classifies its employees as follows:

Full-Time – Employees hired to work at least 36 hours per week on a regular basis. Such employees may be exempt or non-exempt as defined below.

Part-Time – Employees hired to work fewer than 36 hours per week on a regular basis. Part-time employees are only non-exempt.

Pool/Temporary – Employees who are hired for a specific period of time established upon employment; or, employees who are hired for an indefinite period of time and utilized as a resource to be called upon as the need arises. The need for temporary employees will be assessed every six months and the employee will be retained based on utilization and need. Pool/Temporary employees are only non-exempt.

EXEMPTION STATUSIn accordance with the Fair Labor Standards Act, employees are classified as either non-exempt or exempt for overtime pay purposes. Definitions of these classifications are as follows:

Nonexempt EmployeesEmployees who record time worked by clocking in and out. Non-exempt employees are required to be paid overtime at the rate of time and one half (i.e., one and one-half times) their regular rate of pay for all hours worked beyond forty hours in a workweek, in accordance with applicable federal wage and hour laws.

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Exempt Employees – Employees who are not eligible for overtime compensation, in accordance with applicable federal wage and hour laws, for work performed beyond forty hours in a workweek. Any deductions for absences and other reasons will be made in accordance with State and Federal law. Exempt employees should report any concerns regarding erroneous deductions to a Human Resource representative, who will review the situation and respond appropriately.

Exempt employees are not required to clock in but are required to record worked and/or non-worked hours as specified by their supervisor.

EMPLOYMENT OF RELATIVES(Administrative Policy #8370-1)

Members of an employee’s family may be considered for employment within the same department only with approval of the Vice President and Director. Employees may not receive direct or ultimate work supervision from any person who has, or formerly had, family relationships to him/her. If new family relationships develop between existing employees, a transfer or resignation may be required to prevent supervision of relatives. Exceptions to this policy may only be made with approval from the President of Hendrick.

HEALTH SCREENINGAs part of Hendrick employment procedures, an applicant is required to undergo a post offer employment health screening prior to employment. This screening consists of a TB test, drug screening and completion of a health questionnaire. Failure to satisfactorily complete the health screening will result in the employment offer being rescinded.

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BACKGROUND VERIFICATIONAdministrative Policy #8370-1

To ensure safety and security for all patients, visitors and employees, a background verification is required before employment begins. Human Resources will investigate history including but not limited to, work history, criminal history, registered sex offenders database, Employee Misconduct Registry (EMR), required licensure/certifications, Medicare/Medicaid fraud, personal references and, if applicable, motor vehicle history.

For current employees, the Employee Misconduct Registry will be checked annually as required by Department of Aging and Disability Services (DADS). Monthly reviews for Medicare/Medicaid fraud are are also checked for current employees.

CRIMINAL HISTORYAdministrative Policy #8370-8

Hendrick will conduct criminal background checks and registered sex offenders database checks on all post-offer candidates prior to employment. Background checks may include, but are not limited to, convictions, pleas of guilty or nolo contendere, and sentences including probation, deferred adjudication and pretrial diversion. If a candidate’s criminal history is not in compliance with Hendrick’s criminal history policy. Hendrick may rescind an offer of employment.

An employee must immediately report to Human Resources any conviction and/or sentence, including probation and deferred adjudication, of any offense greater than a Class C Misdemeanor. Failure to report convictions or sentences may result in disciplinary action up to and including termination.

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EMPLOYEE IDENTIFICATION BADGESAdministrative Policy #8370-33

Upon satisfactorily completing the post-offer screening process, each employee is provided an identification badge. Employees must be properly identified to ensure the health and safety of patients, visitors and other employees. Employees are required to wear their identification badge on the upper one third of the body with the identifying information clearly visible. Pins, stickers or decals should never be affixed to the identification badge. Human Resources will replace an identification badge without charge due to reassignment, new job title, name change or excessive wear. A fee will be charged to an employee for replacement of a badge due to loss, damage or theft. Please notify the Human Resources department immediately for a replacement badge.

ORIENTATION PROCESSAdministrative Policy #8370-1

Within your first 30 days of employment at Hendrick, you will participate in a formal orientation program conducted by Human Resources, the Leadership and Organizational Development Department and various members of other departments. During this process, you will receive important information regarding the performance requirements of Hendrick employees, basic company policies, your compensation and benefit programs and other information necessary to acquaint you with your job and Hendrick. Please maintain this information for future reference. Policies and other valuable information may be found by accessing the Applications Launcher on the computer. We encourage you to ask any questions you may have and to understand all the guidelines that affect and govern your employment relationship with us.

Orientation to your job duties will be conducted as policy requires. Some positions stipulate the completion of an in-house training class; other positions provide on-the-job training. Employees must be in compliance with the orientation and training requirements for the position they occupy.

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LICENSURE AND CERTIFICATION PROCEDUREAdministrative Policy #8370-35

Human Resources will verify appropriate licensure and/or certification upon employment. Verification will be done via a primary source, i.e., secure electronic Web site or telephone inquiry. Current copies and/or verifications of licensure/certification must be kept in the employee’s personnel file. The employee’s supervisor will verify (via primary source), updated renewal licensure/certification and supply Human Resources with the appropriate documentation for the employee file. Employees failing to maintain current licensure/certification or failing to provide Human Resources with verification will be suspended without pay. Failure to maintain appropriate licensure and/or certification may result in disciplinary action up to termination.

It is the employee’s responsibility to notify Human Resources of any disciplinary actions or stipulations or pending actions which may adversely affect the employee’s license and/or certification.

PERSONNEL FILESAdministrative Policy #8311-2

Hendrick maintains electronic personnel files containing information regarding each employee. These files contain documentation regarding all aspects of the employee’s tenure with the company, such as performance appraisals, benefits and beneficiary designation forms, employee disciplinary actions and other pertinent documents. If you are interested in reviewing your file, contact the Human Resources Department to schedule an appointment.

PERSONAL DATATo ensure your personal information is up-to-date at all times, please notify your supervisor and your Human Resources representative of any changes in your name, telephone number, home address, marital status, number of dependents, beneficiary designations, scholastic achievements, individuals to notify in case of an emergency and so forth.

AT WILL EMPLOYMENTIn accordance with the Texas common law doctrine of employment at will, you have the right to terminate your employment at any time for any reason, and Hendrick reserves the same right.

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PERSONAL APPEARANCEAND DEMEANORAdministrative Policy #8370-49

Employees are required to dress in appropriate business attire or uniforms and to behave professionally and in a manner consistent with their area of service. Please consult with your supervisor about how you are expected to dress prior to working in your designated area.

To our patients and visitors you do not only represent Hendrick, you ARE Hendrick. It is for this reason and is in your best interest and in the best interest of our organization for you to maintain a high level of consciousness regarding professionalism of your physical appearance and personal conduct.

Employees are also required to keep their work environment clean and orderly. Please be certain your work area is in proper order and confidential information is properly secured.

NURSING UNIFORMNursing Policy #1.1650

1. Licensed nursing staff shall wear only solid navy scrub or uniform style pants.

2. Licensed nursing staff shall wear solid white or solid navy tops. Shirts worn underneath tops must be navy or white. Appropriate under garments must be worn but not visible.

3. Navy tops may have white trim and white tops may have navy trim.

4. Tops may be embroidered with approved HMC logo on the left side of top.

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5. Licensed nursing staff may have their name/title embroidered on the right side of top.

6. Jackets must be solid navy or white.

7. Uniforms will be provided for employees who work in:• Surgical Services• Cath Lab• L&D• Nursery

8. Licensed nursing staff that work on Pediatrics are exempt from standardized uniforms but shall adhere to any standards set forth by the unit and HMC policy Professional Appearance in the Workplace, #8370-49.

Holiday Exceptions: Licensed staff may wear holiday specific tops for these following holidays observed by HMC:

Memorial Day, July 4th, and Thanksgiving tops may be worn for 6 days preceding the holiday. Tops must coordinate with navy bottoms.

Christmas tops may be worn December 15th - December 31st. Tops must coordinate with navy bottoms.

CONFIDENTIALITY OF INFORMATIONThe operations, activities and business affairs of Hendrick are kept confidential to the greatest possible extent. If, during the course of your employment, you acquire confidential or proprietary information about Hendrick and its patients, such information is to be handled in strict confidence. Employees will be asked to sign a statement of confidentiality at the time of employment and periodically throughout their term of employment to acknowledge their awareness of, and reaffirm their commitment to confidentiality. Employees violating confidentiality obligations may be subject to civil and criminal penalties, in addition to disciplinary action.

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CORPORATE COMPLIANCEHendrick is committed to maintaining high standards of business practices and promoting high ethical standards in its patient care and business operations and activities. It is also committed to complying with applicable federal and state laws, rules and regulations in its operations and activities. To assist Hendrick in achieving these goals, a Corporate Compliance Plan (Plan) has been developed and implemented. The Plan is located in each department and is available in the Policy section of the Apps Launcher. This Plan discusses Hendrick’s code of business conduct and identified procedures for reporting, detecting and preventing fraud and abuse. For more details, please refer to the Plan.

An Employee with knowledge of an actual or potential violation of a law, rule, regulation, the Plan, or related policy, procedure or practice, has a right and a duty, and is required, to report that information to the appropriate director, division Vice President, the Vice President over Human Resources, the Corporate Compliance Officer or the Vice President and General Counsel. In the event the Employee has knowledge of continued actual or potential violations, after a reasonable period of time after making such report, the Employee is required to report such actual or potential violation to the next individual higher in the chain-of-command from the individual to whom the Employee initially reported. Employees may also make these reports anonymously through the communication line at (877)445-7987 or (325) 670-7676.

This Plan also discusses the federal False Claims Act. The purpose of the False Claims Act is to fight false claims against the federal government. A false claim can be overcharging for a product or service, failing to provide a product or service that was billed, underpaying money owed to the government or charging for one service while providing another service. The False Claims Act applies to fraud involving any federally funded contract or program, with the exception of tax fraud. The False Claims Act makes it unlawful for anyone to knowingly and willfully make, or cause to be made, any false statement or representation of a material fact in any application for benefits under a federal health care program, or to present, or cause to be presented, a claim for a physician’s service for which payment may be made under a federal health care program and knows that the individual who furnished the service was not licensed as

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a physician. Specific intent to defraud the government is not required. (A similar statute has been enacted, in Texas, for the purpose of fraud prevention for the Medicaid program.) Anyone who knowingly submits, or cause to be submitted, a false claim to the government is liable for damages of up to three (3) times the erroneous payment, plus civil money penalties of $5,500 to $11,000 per false claim.

A private individual, sometimes called a whistleblower, who possesses and provides information regarding a false claim, may file a lawsuit in federal court and sue those persons or entities that are engaged in the fraud, on behalf of the government. These lawsuits are called “qui tam suits. The Department of Justice then decides, on behalf of the government, whether to join the whistleblower in the suit. If the lawsuit is successful, then the whistleblower may share in the money awarded. The False Claims Act also provides a remedy for whistleblowers who are discharged, demoted, suspended or are in any other manner discriminated against in terms and conditions of employment by his/her employer in retaliation for filing a lawsuit.

Employees should report any fraudulent, abusive, or unlawful activity, even if he/she is uncertain whether an activity is fraudulent, abusive, or unlawful, to the Corporate Compliance Officer at (877) 445-7987 or (325) 670-7676, or to any of the individuals named above. Employees having any questions regarding the Plan or corporate compliance are encouraged to contact the Corporate Compliance Officer at (877-445-7987 or (325) 670-7676.

SAFE HARBORNursing policy #1.1030

A nurse who believes in good faith he or she has been requested to engage in conduct that is in violation of his or her duty to a patient may initiate Safe Harbor Peer Review. This may be initiated by informing the supervisor making the assignment that the nurse is invoking safe harbor, and completing Part Two of the BON’s Request For Safe Harbor Peer Review Form.

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CULTURAL, ETHICAL AND RELIGIOUS CONFLICTSAdministrative Policy #8370-48

Hendrick will consider an individual employee’s request to not participate in an aspect of patient care or other job responsibilities based on varying cultural values, ethics and religious beliefs. Requests must be in writing and are reviewed on a case-by-case basis. The granting or denial of a request must not negatively affect patient care.

HEALTH INSURANCE PORTABILITY ACCOUNTABILITY ACT (HIPAA)Administrative Policy #7180-16

Pursuant to the Health Insurance Portability Accountability Act of 1996, it is each employee’s responsibility to safeguard patient’s health information against loss, tampering or use by unauthorized persons. Original health records may only be removed with prior authorization. Hendrick will not disclose Protected Healthcare Information (PHI) about an individual to any person other than that individual without written authorization. Inquiries for PHI will be referred to Health Information Services.

USE OF CELLULAR PHONES AND ELECTRONIC DEVICESAdministrative Policy #8370-54

Hendrick provides a variety of electronic communication devices, services, smart phone and systems including, but not limited to, voice mail, e-mail, facsimiles, beepers, cell phones, 800-numbers, long distance telephone, computer applications and Internet access, to assist in the conduct of business within Hendrick. Electronic communication devices, services, and systems which are Hendrick property and all communication composed, sent, received, or otherwise shared utilizing these devices or services, are and remain the property of Hendrick. The use of electronic communication devices, services and systems are intended for the conduct of Hendrick business, as delineated by job description. Employees may not use personal cellular phones or other electronic devices while on duty. Employees are permitted to use a personal cellular phone, pager, or beeper during meal periods or during personal 10 minute breaks. Employees on duty should not talk or text on personal cellular phones in patient care areas, elevators, corridors, restricted areas, or in

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the presence of patients/visitors. Users of both personal and Hendrick approved cellular phones, cameras or other image recording devices should always maintain patient privacy and HIPAA compliance. Using a personal camera phone for the purpose of photographing any work-related information, including patients or patient information, as well as photographing to obtain information for the purpose of malice is prohibited. Employees are prohibited from taking pictures with any device unless outlined in their job duties and appropriate authorization has been acquired. No electronic communication device or service may be used to create, receive, send, disseminate, post, distribute, or otherwise share any offensive or disruptive messages, copyrighted materials, trade secrets, proprietary financial information or similar materials, and/or confidential patient information (see HIPPA rules).

Hendrick employees shall regard any electronic I.D. or password as an electronic signature. Unauthorized use or sharing of I.D.’s or passwords is considered falsification of documentation.

WORKPLACE HARASSMENTAdministrative Policy #8370-36

Hendrick provides a work environment free from unlawful harassment based on sex, race, color, religion, national origin, age, disability or any other basis protected by law. Harassment of or by employees, patients, medical staff, volunteers, contractors, visitors or others is prohibited. Hendrick relies on it’s employees to create and maintain a workplace free of unlawful harassment. Any employee who experiences or witnesses harassment shall report the incident to his/her supervisor, department director, or the Director or Vice President of Human Resources as soon as possible. Upon receiving a report of harassment, the Vice President of Human Resources or designee will promptly investigate the allegations. The president of Hendrick will be notified of all investigations.

Workplace Bullying is harmful to morale and productivity. Employees are encouraged to report abusive, threatening, humuliating or intimidating behavior even if it does not constitute unlawful harassment. Such reports will be investigated in accordance with this policy.

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Hendrick prohibits any form of retaliation against any employee for making a report or participating in an investigation under this policy. Any employee who experiences or witnesses retaliation shall promptly report the incident as described in the above paragraph. Hendrick will take appropriate disciplinary action against anyone participating in such retaliation.

TOBACCO FREE CAMPUSAdministrative Policy #8310-4

The use of all tobacco products, including smoking, is prohibited on the campuses of Hendrick Medical Center and affiliates. Any individual who enters Hendrick property is expected to comply with this policy and every Hendrick employee is responsible for managing non-compliance of this policy.

DRUG-FREE WORKPLACEAdministrative Policy #8370-31

Hendrick is committed to maintaining a drug-free work place and employee population, consistent with our efforts to provide a healthful, safe and secure work environment. Any employee under the influence of drugs or alcohol on the job may pose serious safety and health risks, not only to the user, but to all those who work with or otherwise come into contact with the user.

The possession, use or sale of an illegal drug on the job or on Hendrick premises may also pose risks for safe, healthful and efficient operations. Therefore, the presence of and/or being under the influence of a drug or alcohol, in possession of or selling drugs or alcohol, or illegally using prescription drugs is prohibited.

Hendrick also recognizes chemical dependency as an illness and major health problem. Employees are encouraged to seek treatment if a chemical dependency problem exists. However, participation in a rehabilitation program does not excuse an employee from compliance with Hendrick policies and fulfillment of job requirements.

Any arrest, indictment, conviction or plea of no contest for a drug related offense such as Driving While Intoxicated (DWI), must be reported to the Human Resources department within five days of the offense.

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DRUG AND ALCOHOL TESTINGAdministrative Policy #8370-46

Random drug and alcohol testing is required at regular intervals for specific employees in accordance with Federal and State Safety Regulations.

Upon reasonable suspicion, Hendrick can require any employee who is on duty, or otherwise representing Hendrick, to undergo testing for the presence of drugs or alcohol. An employee undergoing reasonable suspicion testing will be suspended pending results of the investigation.

SOLICITATION AND DISTRIBUTION OF LITERATUREAdministrative Policy #8314-04

In the interest of maintaining a proper business environment and preventing interference with work and inconvenience to others, Hendrick employees and non-employees are prohibited from participating in any non-Hendrick related distribution of or posting of literature or printed materials of any kind, selling of merchandise, soliciting of financial contributions or other cause other forms of soliciting for any other cause during work time.

The United Way, Children’s Miracle Network, Guardian Angel Fund and fund raising programs directed by the Hendrick Foundation are approved exceptions to this policy. The president of Hendrick Medical Center must approve any other exception.

PRINCIPLES OF PERFORMANCEAttitude – With every interaction, we make an impression on our customers through the services we provide. We make a choice each time if that impression will be a positive or negative one.• Exceed their expectations – • Create a lasting good impression• Smile• Make eye contact• Engage with a friendly introduction and a handshake• Listen carefully to what the customers immediate needs are• Find a way to meet the customers immediate needs• End by asking if there is anything else they need and thanking them

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Appearance – When we dress, groom and maintain our workplace with care, we show respect for our customers and give them confidence in our ability to care for them.• Look sharp; be sharp; appearance speaks• Wear neat, appropriate clothing, jewelry and tastefully applied scents,

following the organization’s dress code• Wear identification badges in a visible, appropriate place• Use good personal hygiene• Keep public spaces, work areas and meeting rooms clean, clutter-free

and safe• Dispose of litter, clean up spills, and return equipment to its proper place

Cheerfulness – When the experience doesn’t go right for a customer, we pledge to make things better. We listen and respond with empathy, and apologize for not exceeding expectations. We are proactive in making amends, even in difficult situations.• Make it better• Anticipate and correct problems before they become complaints• Listen to customers’ concerns, and do not rationalize or place blame• Apologize for problems or inconveniences, even if they are not your fault• Let the customer know we will work to make things right• Initiate service recovery as warranted as a tangible acknowledgement of

our commitment to service excellence

Commitment to Co-Workers – Team members share a common purpose: to serve our customers. We build up each other, we share our successes, failures, information and ideas.• All for one, one for all teamwork• Communicate openly, share relevant information and never assume• Respect the privacy of fellow employees• Treat all co-workers with courtesy and respect. Recognize everyone has

areas of expertise• Keep commitments to co-workers on assignments and meetings, or

communicate otherwise

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• Resolve conflicts respectfully, directly and promptly with the individual(s) involved.

• Do not chastise or embarrass• Be tasteful and appropriate in all interactions

Communication – We communicate with courtesy, clarity and care in all verbal and non-verbal messages. We listen attentively to customers to understand their needs and to ensure they comprehend information we provide to them.• Make words work – • Talk, listen and learn• Respond kindly to all customers with information and assistance• Ask customers what name they prefer to be called, and use that name

whenever possible• Answer phone calls within three (3) rings. In a clear, friendly way, state

your name and department, and ask, “How may I help you?“• Acknowledge callers on hold periodically; give them the status of their

calls and ask if they want to continue to hold• Avoid technical or professional jargon and acronyms• Reinforce verbal instructions with written material whenever possible• Always use please and thank you, and end encounters with a courteous

good-bye.

Next Customer Service – We acknowledge a customer’s presence and know they have immediate needs and often limited time. Making prompt contact, keeping them informed of when their needs can be met, and being compassionate about their unique circumstances can make waiting a more positive experience.• Keep in Touch! Ease waiting times• Keep the waiting environment clean, orderly and comfortable• Provide stimulating media for occupying their mind such as literature,

video, etc.• Provide measurable time frames when possible• Apologize for delays and update them regularly about their wait status• Investigate other options if possible such as re-scheduling or returning

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Privacy – Protect customers’ confidentiality, privacy and modesty in all situations. We are sensitive to the personal nature of health care, and we do everything we can to earn the trust others place in us. We strive to promote peace of mind and relieve anxiety.• It’s a private matter - Confidentiality• Speak about personal matters in a private area or in a quiet voice• Do not discuss customers’ issues in public areas• Knock and announce yourself before entering a patient room, close

doors and pull curtains• Provide the proper-size gown for patients and offer a robe or covering

when a patient is walking, in a wheelchair or on a gurney• When transporting a patient by elevator, do not allow the patient to be

surrounded by others and politely ask the others to wait• Be discreet in telephone conversations with or about customers• Keep patient, physician and proprietary organizational information

private• Never share computer or telephone passwords or codes or leave

computers unattended• Retrieve printed, copied or faxed information promptly and secure

appropriately

Respectfulness and Equal Treatment – At Hendrick, we know our differences, unique talents and varied backgrounds, come together to create a stronger whole.• Vive La Différence - Diversity• Recognize the values of a diverse workforce; remain open to new

viewpoints, ideas and talents• Relate to everyone fairly regardless of age, gender, disability, race,

ethnicity, creed, national origin, religion, sexual orientation, etc• Treat all customers with respect• Provide the highest level of service to everyone

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Safety Awareness – It is essential we provide a hospitable, healing, healthy and safe environment at Hendrick. We identify and report safety hazards promptly, and apply remedies whenever needed.• Think safe, be safe - Safety at work• Report safely hazards immediately. • Slow down and walk. • Choose shoes with safety in mind• Repair or report loose, slippery or poorly maintained surfaces• Report burned-out light bulbs, and be cautious in poorly lit areas• Use proper tools and equipment at all times. • Follow safety procedures required for tool and equipment use• Ask for assistance and use life equipment when appropriate• Do not take shortcuts with safety to save time

Sense of Ownership – Hendrick is committed to helping its employees, leaders and physicians learn and grow. Professional development demonstrates a desire to continually enhance the delivery of health care. We encourage innovation and constant improvement in efficiency and effectiveness.• Get smart - Increasing skills and competence• Actively participate in professional development opportunities offered at

Hendrick• Continually acquire new technical and computer knowledge• Maintain a high level of competence in your job, taking advantage of

opportunities to learn and develop new skills• Think outside the box and contribute innovative ways of doing things

Sense of MissionHendrick is committed to our mission statement, which emphasizes excellence and compassion in all we do. We promote the mental, spiritual and physical health of our customers.

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ATTENDANCE AND TARDINESSAdministrative Policy #8370-18

Hendrick requires regular attendance by all employees. Regular and punctual attendance contributes directly to quality patient care and affects departmental productivity, efficiency and morale. All employees are required to begin work promptly at the beginning of the assigned shift.

If any employee is unable to report to work as scheduled, he/she must notify their supervisor at least one hour prior to the start of the shift each day of absence. Some departments have a different standard for notification time and employees should check with their supervisors for further clarification.

*Any employee failing to report to work or failing to notify his/her supervisor regarding absences for one (1) scheduled working day may be terminated from employment.

Employees who are classified as full time are allowed four (4) unscheduled absences in a rolling twelve (12) month period. Employees who are classified as part time are allowed one (1) unscheduled absences in a rolling twelve month period. In the event, an employee has incurred more unscheduled absences than outlined above, formal progressive discipline will commence up to and including termination.

New Hires within their orientation period: Two (2) occurrences or unscheduled absences will require a Written Warning and an extension of the orientation period for an additional 60 days. Three (3) occurrences of unscheduled absences within this time frame will result in termination.

Tardiness: Many jobs require the employee to be at his/her work station at the start of a specific work period. For these jobs, an employee who is not at the work station at the designated time will be considered tardy.

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Full-Time EmployeesThree (3) tardiness incidents = 1 occurrenceFive (5) occurrences during a rolling 12-month period = ReminderSix (6) occurrences during a rolling 12-month period = WarningSeven (7) occurrences during a rolling 12-month period = Decision Making Leave (DML)Eight (8) occurrences during a rolling 12-month period = Termination

Part Time, Temporary and Pool EmployeesThree (3) tardiness incidents = 1 occurrenceTwo (2) occurrences during a rolling 12-month period = ReminderThree (3) occurrences during a rolling 12-month period = WarningFour (4) occurrences during a rolling 12-month period = Decision Making Leave (DML)Five (5) occurrences during a rolling 12-month period = Termination

An employee is required to maintain daily contact with his/her supervisor for any period of absence, unless the employee is hospitalized and/or the absence meets FMLA requirements. The employee must provide appropriate documentation such as physician’s note, etc. Extraordinary circumstances will be discussed with the Department Director and Human Resources, and will be handled on a case-by-case basis.

PROGRESSIVE DISCIPLINEAdministrative Policy #8370-39

Progressive discipline is a process provided for communicating and resolving inappropriate or unsatisfactory employee behavior. Supervisors are responsible for providing ongoing feedback, both positive and negative, to employees. Disciplinary actions for employees will normally be progressive; however, serious infractions may require foregoing the customary progressive procedures up to and including termination. The phases of progressive discipline may include:• Coaching• Reminder• Warning• Decision Making Leave

• Demotion• Suspension Pending Investigation• Termination

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GUIDELINES FOR APPROPRIATE CONDUCTAdministrative Policy #8370-39

As a member of the Hendrick team, you are expected to perform the highest standard of professionalism at all times. Some examples of inappropriate behavior are as follows:• Violation of Hendrick Policy• Falsifying employment or other company records• Solicitation or acceptance of gratuities from patients or clients• Excessive absenteeism or tardiness• Unauthorized use or destruction of company supplies, equipment or

facilities• Reporting to work intoxicated or under the influence of any drug which

impairs the ability to perform job functions in a safe and productive manner

• Unlawful manufacture, sale, distribution, dispensing, diversion, possession or use of any drug

• Fighting or using obscene, abusive or threatening language or gestures• Theft of property from co-workers, patients or Hendrick• Unauthorized possession of firearms on Hendrick premises or while on

Hendrick business• Disregarding safety or security regulations• Insubordination - failure to carry out instructions as directed• Failure to maintain confidentiality of patient or client information,

contract details or financial information. Taking pictures of patients or their information using a personal cell phone and/or posting patient information on social networking sites is prohibited.

• Destruction of Hendrick property• Forging, altering, or deliberately falsifying official documents,

authorization or records• Gambling on hospital property• Sleeping during working hours• Abandonment of work station• Endangering a patient or co-worker or any person on Hendrick premises• Violation of the Hendrick Principles of Performance (POP)• Any conduct which is detrimental to the Hendrick mission.

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Should your performance, work habits, overall behavior, conduct or demeanor become unsatisfactory in the judgment of Hendrick, or should you violate any Hendrick policy, rule or regulation, you will be subject to disciplinary action up to and including termination.

FAIR TREATMENTAdministrative Policy #8370-42

Hendrick provides a formal, systematic process that permits an employee to voice opinions about matters affecting them and their work environment. Employees will have a fair opportunity to have their issues reviewed without fear of retaliation.

Most problems/concerns can be settled informally through discussions with an immediate supervisor. Employees are encouraged to discuss any issue with their immediate supervisor and to initiate this discussion at the time the issue arises. Supervisors will take prompt and positive action to resolve and respond to the issue. An employee may discuss a problem with a Human Resource representative if considered more appropriate by the employee.

If the employee feels the issue cannot be resolved informally or the complaint is not resolved to the employee’s satisfaction, the employee may file a written request for a formal hearing. The written request will be made on a Hearing Request Form in accordance with the Fair Treatment Policy. Both the form and the policy are available in the Human Resource Department or on the Applications Launcher.

SEPARATION OF EMPLOYMENTAdministrative Policy #8370-53

Employees electing to resign their employment, are required to notify their immediate supervisor in writing at least two weeks in advance of resignation or retirement. Exempt employees are required to provide a four week written notification. Failure to provide appropriate notice forfeits accrued benefit time.

In addition, the employee has the right to request and be provided the opportunity for an exit interview. The employee has the option to meet with their immediate supervisor, Department Director or the Human Resources Department.

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SALARY ADMINISTRATION PROGRAMSAdministrative Policy #8370-11

In order to recruit and retain the most qualified employees, Hendrick strives to pay salaries competitive with those paid by other employers in our industry and in the applicable labor markets. Each position at Hendrick has been studied and assigned a base salary. Periodically, Hendrick may re-evaluate and revise job descriptions and salaries to ensure competitive and appropriate compensation. Your total compensation at Hendrick consists not only of the salary you are paid, but also of the various benefits you are offered, such as time-off benefits, group health and life insurance and your retirement plan.

PAYROLL DISTRIBUTIONAdministrative Policy #8210-2

Hendrick employees are paid by direct deposit every two weeks on Friday. All required deductions, such as federal, state, and local taxes, and all authorized voluntary deductions, such as health insurance premiums, purchases, etc. will be withheld automatically.

Please review your check stub for accuracy. If you find a mistake, report it to your supervisor immediately. Your supervisor will assist you in taking the steps necessary to correct the error.

Any employee voluntarily terminating employment at Hendrick will receive their final paycheck at the regularly scheduled pay date for the final pay period worked.

Salary

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DIFFERENTIAL PAYAdministrative Policy #8370-10Administrative Policy #8370-24

Hendrick provides compensation to employees in eligible positions for the inconvenience of working certain hours, weekends and holidays. Shift differential is paid to eligible employees for any hours worked between 7:00 PM and 7:00 AM. A weekend shift is defined as any shift worked between 12:00 AM Saturday through 11:59 PM Sunday. A holiday shift is defined as any shift worked between 12:00 AM of the actual holiday through 11:59 PM of the actual holiday. Differentials are not paid on benefit time, including but not limited to professional development, paid time off, extended illness, jury duty and bereavement pay.

ON CALL AND CALL BACK PAYAdministrative Policy #8370-9

Hendrick provides compensation to approved non exempt positions for the inconvenience of being required to be available immediately by telephone or pager and the expectation they will return to work within a reasonable time frame, if necessary. Eligible employees will be paid for hours scheduled on call by their supervisor.

Call back pay is earned by eligible employees who have left the premises and are contacted to return to work. A minimum of one hour will be paid for call worked when the employee is called back to work. If an on call employee returns to work as requested during the scheduled on call period, the employee will receive call back pay. The combination of time worked, on call and call back pay cannot exceed 24 hours per day.

PERFORMANCE EMPLOYMENT EVALUATIONSAdministrative Policy #8370-12

It is important you are recognized for good performance, receive suggestions for improvement and outline future expectations with your supervisor. Consistent with this goal, your performance will be evaluated by your supervisor on an ongoing basis. All written performance appraisals will be based on your overall performance in relation to your job responsibilities. The performance appraisal will also take into account your conduct, demeanor and record of attendance and tardiness. Performance appraisals are completed at specified intervals as follows:

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Initial Appraisal - Completed after three or six-month intervals depending on the job classification. The initial appraisal allows for assessment of the employee’s performance early in employment and informs the employee of his/her removal from an orientation status or the employee’s extension of the orientation period.

Annual Performance Appraisal - Allows the supervisor to conduct an individualized counseling session with the employee, and may or may not include a percentage-based pay increase in accordance with the employee’s level of performance for the past year.

Each employee is given an annual appraisal within the anniversary month the employee assumed their present position. TRANSFERSAdministrative Policy #8370-14

All employees are eligible for transfer if they have been in their present position for at least six months. Temporary and Pool employees are eligible for transfer at any time. Transfer applicants will undergo the same interview process as outside applicants. Transfer applications will be kept confidential to the extent possible until after an offer has been accepted. Transfer applications are available in the Human Resources Department. Upon acceptance of a transfer, the employee must provide his/her manager with a two week notice of intent to transfer.

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EMPLOYEE BENEFIT PROGRAMSAdministrative Policy #8365-1

Hendrick has established a variety of employee benefit programs designed to assist you and your eligible dependents in meeting the financial burdens that can result from illness, disability, and death, and to help you plan for retirement and deal with job-related or personal problems.This section of the handbook is meant to highlight some features of our benefit programs. Our insurance and retirement-related programs are described in detail in the Summary Plan Description booklets (SPDs). SPDs are contained in Hendrick master insurance contracts with insurance carriers, which are maintained in the Human Resources Department. Complete descriptions of our retirement-related programs are contained in the appropriate master plan documents, which are likewise maintained in the Human Resources Department. In the event of any contradiction between the information appearing in this handbook and our SPDs and the information appearing in the master contracts or master plan documents, the master contracts/documents shall govern in all cases.

Hendrick reserves the right to amend or terminate any of these programs or to require or increase employee premium contributions toward any benefits at its discretion. For more complete information regarding any of our benefits programs, please contact the Human Resources Department.

Benefits

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HEALTH INSURANCEHendrick offers a health insurance program to all full-time employees at minimal cost. Eligible employees may also insure their families through this program at an additional cost. Hendrick offers two types of health insurance coverage: Health Management Organization (HMO) and a Preferred Provider Plan (PPO). An employee may choose according to their preference.

Insurance premiums are deducted on a bi-weekly basis. Because our health insurance plans are administered under Section 125 of the IRS code, these deductions are taken from pre-tax dollars thereby reducing the employee’s tax liability for the year. In accordance with this tax code, strict rules are mandated pertaining to the plan administration, which includes NO coverage changes during the plan year, unless the employee has a qualifying event. Examples of qualifying events include birth of a child, marriage, divorce and death.

New employees, or employees converting to full-time status, must enroll within 31 days of their change in status. Insurance will be effective the first of the month following 90 days in an enrollment status. If enrollment is not completed in the appropriate time frame, the employee must wait until the next open enrollment period held at the end of each year to enroll in insurance coverage.

CONTINUING YOUR HEALTH INSURANCE COVERAGEYou and your eligible dependents may have the right to continue to participate in the health insurance plan for up to eighteen months. The expense of this plan is your (or your dependent’s) expense if you resign or are terminated from employment at Hendrick or if your work hours are reduced causing you or your dependents to no longer be eligible to participate in one of our group health insurance plans.

Your eligible dependents also may extend coverage in our group health insurance plans in the event of your death, divorce, legal separation, or when a child ceases to be eligible for coverage as a dependent under the terms of the plan. This coverage is at the dependent’s expense, for up to thirty-six (36) months.

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Should you or your eligible dependents elect to continue enrollment in one of the Hendrick plans, you will be charged the applicable premium that is charged to Hendrick by our carriers, plus an additional two-percent (2%) administrative fee. This premium is subject to change if the rates charged to Hendrick increase or decrease.

Continuation of coverage for you and/or your eligible dependents may end, however, if any of the following events occur: (1) failure to make timely payments or (2) termination of group health plans.

Our plan administrator will contact you concerning these options at the time termination occurs or your work hours are reduced. However, in the event you become divorced or legally separated, or one of your dependents ceases to be eligible for coverage under our group health insurance plans, you and/or your dependents are responsible for contacting the Human Resources Department and the plan administrator to discuss your continuation/conversion rights within 30 days of the qualifying event.

LIFE INSURANCEAll full-time employees are eligible to participate in the Hendrick life insurance program. Coverage under this program is available for employees only; dependent coverage is not available. (Additional life insurance, at the employee’s expense, is offered through another plan. See your Human Resource Representative for further details.) Coverage for eligible employees is effective the first of the month following 90 days in an eligible status.

This life insurance benefit covers you at one and one-half times your annual base salary. Additional coverage for the same amount is provided in the event of accidental death or dismemberment.

The cost of this life insurance benefit is paid completely by Hendrick.

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ANNUITY PROGRAMHendrick has established a retirement program to assist employees in financial planning for their post-employment years. We encourage you to plan for retirement early in your career so that, along with your own personal investments, you will have future financial security.

Enrollment in the plan is automatic upon employment at 3% of salary and the employee will receive an employer match up to 3%. Employees do have the option to opt-out of the plan and receive a refund of their monies; however, they must opt-out within the first 90 days. Employees may also increase their contributions up to limits indicated by the IRS. Employer contributions are vested 20% for each year employed.

GUARDIAN ANGEL FUNDAdministrative Policy #8370-4

The Guardian Angel Fund was established to help fellow employees who have experienced a crisis in their lives. Employees may donate money or hours from their PTO account to assist others in need. Eligible employees must have been employed with HMC for a minimum of ninety days and be in good standing. Applications for assistance are available on the Applications Launcher or in the Human Resources Department. Upon receipt of a fund request and supporting documentation, the Guardian Angel Fund Committee will review the request and determine eligibility. Funds are limited. Information provided to the Guardian Angel Fund Committee will be confidential.

CAFETERIAThe Archway Café serves breakfast, lunch, dinner and snacks. Employees receive a discount on meals purchased in the cafeteria. Employees must be wearing a Hendrick name badge to receive these benefits.

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STUDENT LOANSAdministrative Policy #8370-52, Education Assistance Program for the Hendrick School of Radiography

In order to provide assistance to employees wishing to further their education in Radiology, Hendrick may provide financial assistance to students and employees for their continued education. You may access a student loan application on the Apps Launcher, under the applications tab.

TUITION REIMBURSEMENT FOR CRITICAL NEED HIRESAdministrative Policy #6011-03

Hendrick Medical Center and its affiliates may provide tuition reimbursement to full time employees who show proof of student loan debt for a critical need position. In order for a Hendrick employee to receive tuition reimbursement the following criteria must be met:• Hire into critical need position and submit proof of student loan debt for

completed degree or• Work as HMC employee in a critical need position, complete a new

degree and submit proof of student loan debt• Cannot be a participant of Hendrick Medical Center student

loan forgiveness program for the degree that they are seeking reimbursement

• Maintain full time employment status• Complete request for Tuition Reimbursement application through the

Department of Human Resources

If you have questions about the education assistance or the tuition reimbursement program, please contact the Department of Education at extension 2425.

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HENDRICK HEALTH CLUBHendrick Health Club, Abilene’s only upscale adult fitness center, is available to you because Hendrick truly cares about your health. It offers two group exercise rooms, a cycling studio, three weight training areas, Pilates studio, Lighter Side Juice Bar, and a sport court. All Hendrick Medical Center employees are offered a 20% discount off membership rates.

Hendrick is the only Les Mills certified Platinum Club in the Big Country offering all eight group exercise programs: BODYPUMP, BODYSTEP, BODYCOMBAT, BODYATTACH, BODYJAM, BODYFLOW, BODYVIVE and RPM. Finding time to work out will not be difficult with a class schedule offering over 65 classes per week!

The Pilates Studio at Hendrick provides professionally trained Stott Pilates instructors who have obtained over 200 education and practice hours. For more information on the Pilates Studio at Hendrick, visit www.hendrickpilates.com.

Hendrick Health Club has highly educated personal trainers who provide individual, semi-private, small group and large group training as well as nutrition and weight loss coaching. Health Club members are also allowed access to the water aerobics offered in the Hendrick Center for Rehab. For more information on these services and class schedules, visit www.hednrickhealthclub.com.

SERVICE AWARDSAdministrative Policy #8370-3

Hendrick depends entirely upon the faithful service of its employees. In recognition of their long-time service, eligible employees receive service awards. To be eligible to receive a service award, an employee must have worked at Hendrick for five, ten, fifteen, twenty, twenty-five, thirty, or more continuous years.

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Years of

Employment

0-4

5-14

15+

Hours Accrued

Per Pay Period

6.46

8.00

9.54

Maximum Annual Accrual

168 hours/21days

208 hours/26 days

248 hours/31 days

Carryover

80 hours

80 hours

80 hours

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PAID TIME OFFAdministrative Policy #8370-20

Paid Time Off (PTO) is a flexible program which allows employees to take time off for a variety of reasons including vacation, personal illness, illness of a family member, holidays and personal leave. The amount of paid time off accrued depends on your length of service and the number of regular hours worked each pay period. Eligible employees will begin accruing paid time off during the first pay period following 90 days of full-time employment. Employees transferring to an eligible status will begin accruing PTO as of their effective date of change as long as they have completed 90 days of continuous employment prior to change.

The number of paid time off hours accrued per pay period for full-time employees is determined by length of employment as follows:

• Accrual of PTO will not occur on any hours paid above 80 per pay period or during any period in which an employee is in a non-paid status (FMLA, LOA, etc.).

• Requests for paid time off must be made in advance and approved by the employee’s supervisor.

• Paid time off must be taken in units of a minimum of one hour.

• When a holiday falls on a day an employee is normally scheduled to work, and the employee’s supervisor has approved the day off, the employee may choose to take the day unpaid or use PTO.

• Employees are strongly encouraged to take PTO time during the fiscal year. Employees may carry over up to 80 hours PTO into the following fiscal year, however time in excess of 80 hours will be forfeited.

• Employees absent from scheduled work, except for holidays and reduced workload, must use their PTO. Unpaid time off will not be granted until all PTO has been exhausted.

• A maximum of 40 PTO hours per year may be donated to approved funds or eligible employees. Supervisors may not donate to their direct reports and employees may not donate to their direct supervisor.

• Employees who retire, resign or change to an ineligible status; and who have been employed for at least one (1) year and are in good standing, will receive 100% of their PTO balances.

OBSERVED HOLIDAYSAdministrative Policy #8370-6

Hendrick observes the following holidays:• New Year’s Day• Good Friday• Memorial Day• Independence Day

The Human Resource Department provides a payroll calendar outlining the dates on which holidays are observed. Eligible employees will be paid holiday pay differential for the actual hours worked on a holiday, regardless of the shift worked. If your department is closed to observe the holiday, you must take the day off. Eligible employees will receive PTO on the observed holiday, provided they have enough time in their PTO account. Employees scheduled for on call duty, that return to the hospital due to callback do not receive holiday pay differential.

• Labor Day• Thanksgiving Day• Christmas Day

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EXTENDED ILLNESS BANKAdministrative Policy #8370-7

Hendrick recognizes that the inability to work because of personal illness or injury may cause economic hardship to an employee. For this reason, Extended Illness Bank (EIB) is available for full-time employees. Eligible employees will begin accruing paid time off during the first pay period following 90 days of employment. Employees transferring to an eligible status will begin accruing EIB as of their effective date of change as long as they have completed 90 days of continuous employment prior to change. Employees may request payment from their EIB account after an absence of sixteen (16) consecutively scheduled work hours due to personal illness/injury or to provide care for a member of their immediate family (spouse, child or parent). If the employee is hospitalized as an inpatient or as an outpatient for a surgical procedure, immediate access to their extended illness bank account is allowed.

Employees requesting time off for the birth of their grandchild will not be granted EIB unless a physician has determined the mother and/or baby have a serious health condition and the employee provides his/her supervisor with a physician statement outlining such. If the employee is not eligible for EIB, PTO may be requested. Accrual of EIB hours does not occur during any period in which an employee is in a non-paid status. The number of extended illness bank hours accrued per pay period for full-time employees is listed below:

Years of

Employment

0-4

5-14

15+

Maximum Hours Accrued Per Pay Period

1.54

1.85

2.46

Maximum Annual Hours

Accrued

40 hours/5 days

48 horus/6 days

64 hours/8 days

Maximum Accrued

Hours

720

720

720

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An employee may be required to provide a physician’s statement either documenting a need for the absence or releases the employee to perform the full duties of the job. Additionally, an employee may be required to submit to a physical assessment to document a release to perform the full duties of the job.

RETIREMENTAdministrative Policy #8370-5

Eligible retirees must meet the following criteria at the date of separation of employment: (1) Must be a minimum age of fifty-five (55) with ten (10) or more years of continuous full-time employment immediately preceding retirement or (2) Must have twenty-five (25) years continuous full-time employment immediately preceding retirement.

Years of

Employment

10-19

20-29

30+

Hours Accrued

Per Pay Period

50%

75%

100%

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All eligible employees who retire in good standing will be paid 100% of their accrued PTO hours. In addition, they will receive accrued Extended Illness Bank hours as shown.

JURY AND WITNESS DUTY LEAVEAdministrative Policy #8370-47

Full-time employees will be paid for regularly scheduled days missed for jury duty at their regular rate of pay. Total jury duty pay will not exceed the employee’s regular compensation based on the schedule normally worked. Jury and witness hours will not be paid at overtime rates.

All employees are allowed unpaid time off if summonsed to appear in court as a witness in matters unrelated to Hendrick. If summoned for the benefit of Hendrick, employees will be paid at their usual rates.

You are required to submit your jury summons to your supervisor as soon as it is received. Hendrick will make no attempt to have your service on a jury postponed except where business conditions necessitate such action.

BEREAVEMENT PAYAdministrative Policy #8370-26

In the event of a death in the family, full-time employees will receive compensation for bereavement time lost from their regular work schedule for up to 24 consecutively scheduled hours. Family is defined as spouse, parent, son or daughter, sibling, grandparents, grandchildren. If an eligible employee needs additional time for bereavement, or if an employee is not eligible for bereavement pay, PTO or unpaid time off may be approved by the supervisor.

FAMILY AND MEDICAL LEAVE ACTAdministrative Policy #8370-43

In accordance with the Family and Medical Leave Act of 1993 (FMLA), eligible employees of Hendrick will be granted a maximum of 12 weeks leave in a 12 month period for family or medical purposes. Eligible employees must have been employed for at least 12 months and worked at least 1250 hours in the 12 months prior to the requested leave.

Qualifying events are defined as the birth or adoption of a child, or serious health condition of self, child, spouse or parent.

Employees are requested to give at least 30 days advance notice of such leave, to the extent advance notice is practical.

Employees must take any applicable accrued benefit days. Employees requesting FMLA leave for a serious health condition must provide Human Resources with the completed Certification of Health Care Provider form within 15 days of receiving the certification form. An employee on FMLA leave must report on their status to their department director on a monthly basis and must notify the department director as soon as an estimated return date is known.

In addition to the physician’s release, an employee who has been on leave due to a serious health condition may be required to undergo a functional capacity examination if appropriate. All employees returning to work from a personal FMLA leave must clear through Employee Wellness prior to returning to work.

If an employee is out on ProCare, FMLA will run concurrently.

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PERSONAL LEAVE OF ABSENCEAdministrative Policy #8370-23

If a full-time employee has completed 90 days of service, but is not eligible for FMLA or has exceeded their FMLA, they may request a personal leave of absence from their supervisor. A request for leave should be submitted in writing to the appropriate department director at least 30 days prior to the effective date of the leave to the extent advance notice is practical.

If approved, a personal leave will be for a specified period of time, not to exceed six (6) months. Employees on personal leave are not guaranteed reinstatement upon return from leave. If their previous position or another similar position is available, the employee may be offered the position. If no appropriate position is available, the employee may be terminated.

An employee may be required to provide a fitness for duty statement from his/her health care provider or take a functional capacity examination prior to returning to work.

MILITARY LEAVEAdministrative Policy #8370-44

Hendrick will allow time away from work to fulfill U.S. military service commitments. Military leave will be granted to any employee, regardless of classification. An employee seeking military leave should request such leave from his/her immediate supervisor as far as possible in advance of the date of leave. If the employee is eligible, he/she may take PTO for time missed. Military leave will be provided in accordance with State and Federal Law.

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PROCARE WORKER INJURY PROGRAMAdministrative Policy #8364-1

As a Hendrick employee, you are automatically covered by the company’s ProCare Worker Injury Program. In the event of a work-related accident or illness, the plan provides payment for certain medical expenses and partial salary continuation. All work-related accidents or injuries must be reported within 24 hours to the ProcCare Claims Coordinator, the employees immediate supervisior or a house nurse supervisor. You should complete an incident report and take it to office #2509A, or report via telephone to extension 3314. Timely reporting of an injury ensures Hendrick can assist you in obtaining appropriate medical treatment. All treatment will be directed by the ProCare office and provided by or coordinated with a ProCare-designated physician. Failure to follow proper procedures may jeopardize your ProCare benefits, in connection with that particular injury or illness. Compensation benefits may continue for up to nine (9) months, if eligible. Medical benefits may continue for up to 761 days, if eligible.

In the event of medical follow-up or lost work time, the employee is required to coordinate all activities with the ProCare Claims Coordinator. It is the employee’s responsibility to be familiar with the safety rules and precautions for their specific job and to follow them at all times. The employee on ProCare is responsible for following all Hendrick policies & physicians’ orders at work and home. Any employee may obtain a ProCare Plan Document in Human Resources, the ProCare office, or call extension 3314 to request a copy be mailed. In addition, the Plan Document and ProCare Employee Incident Report are available on the Apps Launcher. Questions regarding the ProCare Program should be directed to the ProCare office at extension 3314.

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EMPLOYEE WELLNESS SERVICESIn an effort to maintain a healthy work environment, Hendrick offers employee health services to all employees. The Employee Wellness nurse administers TB skin tests, immunizations and free seasonal injections to employees.

EMPLOYEE WELLNESS PROGRAMHendrick Medical Center is committed to providing an innovative and enriching wellness program to help employees and their families make positive lifestyle choices. We partner with Viverae, a leading national provider of customized programs that will help you reach your wellness goals.

In order to participate, employees must complete a Biometric Screening which includes: height, weight, waist circumference, blood pressure, Lipid Profile and Glucose Level and a MHA (Member Health Assessment) which is a brief questionnaire that can be completed on-line or over the phone. Both of these must be completed within 30 days of employment and our Employee Wellness staff is available to help you meet these requirements during your hiring process.

Throughout the year we offer online courses, health activity challenges, onsite educational programs as well as unlimited access to Health Professionals to support you in managing and improving your health.

Insurance Premium reductions are available to those who participate as well as cash incentives.

For additional information on the Employee Wellness services and Employee Wellness program, please contact the Employee Wellness Coordinator at extension 3010.

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PARTICULATE RESPIRATORSHendrick complies with guidelines established by the Centers for Disease Control and/or the Occupational Safety and Health Administration in order to protect employees, patients and the general public from tuberculosis transmission. Use of particulate respirators will be practices within those guidelines in the context of current medical knowledge and the recommendation of the Infection Control Committee. Employees must be properly fitted for and trained in the use of a particulate respirator mask before entering an area where its use has been determined necessary.

BLOOD ASSURANCE PROGRAMMeek Blood Center provides a Blood Assurance Program whereby Hendrick employees may ensure an adequate supply of blood for their family should be need arise. Questions regarding participation in this program should be directed to Meek Blood Center.

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SECURITYTo provide protection and security for all employees, physicians, patients and visitors, Hendrick has a full-time staff of well-trained security officers on duty 24 hours a day. The Security Department offers continuous patrol of HMC facilities including the interior of our buildings, grounds and all parking lots. Advanced security technologies are strategically placed throughout our facility to provide prevention and detection of disruptive behaviors and criminal activity. Primary support systems include state-of-the-art electronic access control and closed circuit television. In addition, radius emergency phone towers have been installed in employee parking lots to provide immediate assistance and direct communications with Security personnel.

To report anything suspicious or to request a security escort, notify Security at extension 2911.

FIRE PLANFire drills and demonstrations are scheduled regularly and all employees are required to participate. Each employee must be aware of the procedures to follow as outlined in the annual fire plan computer-based learning module.

Safety & Security

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DISASTER PLANOne of the major responsibilities of Hendrick is to provide emergency services to the community in case of a major disaster.

Hendrick has developed a disaster plan to facilitate these services and disaster drills are conducted regularly. The disaster plan is discussed in departmental orientation for new employees. All employees are required to know their specific duty assignments during a disaster.

Specific questions should be directed to the employee’s immediate supervisor.

PARKINGAdministrative Policy #8070-3

Hendrick provides free parking for all employees, physicians, students, volunteers and visitors. In order to provide needed parking for our visitors and to allow easy access for patients and emergency vehicles, it is essential that you park in the appropriate lot. Parking in unauthorized areas or lots will result in the issuance of parking citations by Security personnel and disciplinary action. Parking in fire lanes or in other areas where parking is prohibited may result in the issuance of parking citations and fines by Fire or Police department officials. Additional information concerning parking may be obtained from your immediate supervisor or the Security Department.

LOST AND FOUNDAdministrative Policy #8070-6

Lost or abandoned items should be immediately turned in to Security for inventory and storage. This procedure ensures these items will be kept in a safe place and effort is made to return valuables to their owners. Items will be held for 90 days and then donated to a charity or disposed of. Hendrick is not responsible for lost or stolen items.

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TELEPHONE NUMBERS TO KNOWCorporate Compliance ..................................................................................7676Education ......................................................................................................2425Emergency/Fire ...........................................................................................2222Employee Benefits .......................................................................................3163Employee Benefits Hotline ...........................................................2505 or 3178Employee Benefits Enrollment Center (BCI#) .......................... 877-540-6761Employee Wellness ......................................................................................3010Health Club ...................................................................................................7170Hendrick Operator ........................................................................................2000Human Resources........................................................................................3181Infection Control ................................................................................ 4300, 3010Information Systems Help Desk .................................................................2849Information Systems Security ....................................................................4788Joint Commission Hotline ....................................................... 1-800-994-6610Maintenance Requests/Phone Issues ......................................................2303Patient Relations .........................................................................................2910Payroll ............................................................................................................2235Safety ............................................................................................................3357Security ..........................................................................................................2911Sellers Library ...............................................................................................2375To Report a Patient Safety Concern ...........................................................3748Hendrick Wellness Program (hendrickwellness.com) ............. 888-848-3723* Dial the 4-digit extension (if applicable) from any phone in the hospital.** To dial in from an outside line, use the prefix 670 before the extension.* Dial 9 and then the phone number to dial an external number from within the hospital.

This handbook is not a contract guaranteeing employment for any specific duration. Although we hope your employment relationship with us will be long-term, either your or Hendrick may terminate this relationship at any time, for any reason, with or without cause or notice. Please understand no supervisor, director, or representative of Hendrick other than the President has the authority to enter into any agreement with you for employment for any specified period or to make any promises or commitments regarding your employment. Further, any employment agreement entered into by the President shall not be enforceable unless it is in writing.

This handbook is a general guide and the provisions do not create a contract. Hendrick reserves the right to revise, supplement or rescind these provisions at any time, in its sole discretion. The information included within replaces any previous information contained in the employee handbook. In the event of any contradiction between information appearing in this handbook and the information appearing in the master policy manual, the master policy manual shall govern in all cases. Effective June 8, 2000. Revised date May 12, 2011.

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NOTES

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